{"id":1655,"date":"2026-10-19T10:02:32","date_gmt":"2026-10-19T08:02:32","guid":{"rendered":"https:\/\/helplink.uk\/invoice-from-wholesaler-to-pcmarket-how-to-check-if-you-can-reduce-delivery-transcription\/"},"modified":"2026-10-19T10:02:32","modified_gmt":"2026-10-19T08:02:32","slug":"invoice-from-wholesaler-to-pcmarket-how-to-check-if-you-can-reduce-delivery-transcription","status":"publish","type":"post","link":"https:\/\/helplink.uk\/en\/invoice-from-wholesaler-to-pcmarket-how-to-check-if-you-can-reduce-delivery-transcription\/","title":{"rendered":"Invoice from wholesaler to PcMarket: how to check if you can reduce delivery transcription"},"content":{"rendered":"<h2>Every delivery is a stack of invoices to be entered manually, and each invoice carries the risk of errors and wasted time. However, there is an effective way to automate this process, regain control over inventory levels, and gain valuable hours. This guide will show you how to do it step by step in your store.<\/h2>\n<h2>Why is manual invoice entry a waste of time and money?<\/h2>\n<p>Daily work in a store involves constant juggling of tasks. One of the most time-consuming and thankless is manually transcribing data from purchase invoices into a sales system, such as PcMarket. Each item \u2013 product name, EAN code, quantity, purchase price, VAT rate \u2013 must be entered manually. This process, repeated for hundreds of products from several different wholesalers, becomes a logistical nightmare.<\/p>\n<p>Think of it this way: if entering one invoice with 50 items takes an average of 15-20 minutes, then with several deliveries a day, it\u2019s easy to lose over an hour. Over the course of a week, that\u2019s an entire workday spent on a task that a computer could accomplish for you. Time that could be spent talking to customers, analyzing sales, or planning promotions is irretrievably lost on tedious data entry.<\/p>\n<p>However, lost time is just part of the problem. Much more dangerous are the errors that inevitably occur with manual work. Just one mistake in the purchase price can cause an entire batch of goods to be sold with the wrong margin, generating losses instead of profits. An incorrectly entered EAN code causes chaos in the warehouse, and a mistake in quantity means the system shows availability for goods that are physically not on the shelf \u2013 leading straight to customer frustration.<\/p>\n<p>A grocery store in Manchester struggled with continuous discrepancies between actual and system inventory. After analysis, it turned out that over 80% of errors stemmed from mistakes made during manual entry of deliveries. Automating this process nearly completely eliminated the problem within a month.<\/p>\n<h2>What is an electronic invoice and how does it work with PcMarket?<\/h2>\n<p>The solution to the problem of manual data entry is automation based on Electronic Data Interchange (EDI). In the context of deliveries to the store, this most often takes the form of an electronic invoice or delivery document (often referred to as an e-invoice, although it is not always an invoice in the accounting sense). It\u2019s simply a computer file that contains the same information as its paper counterpart, but in a structured format, understandable by software.<\/p>\n<p>Instead of printing the document, the wholesaler provides it in the form of a file that you can download from their B2B platform or receive by email. The most popular formats are:<\/p>\n<ul>\n<li><strong>XML (eXtensible Markup Language):<\/strong> Considered the standard in business data exchange. It is flexible and readable for both humans and machines. Many large distributors provide invoices in this format.<\/li>\n<li><strong>CSV (Comma-Separated Values):<\/strong> A simple text file where data in successive columns are separated by commas. It can be opened in any spreadsheet application, such as Excel.<\/li>\n<li><strong>Other proprietary formats:<\/strong> Some wholesalers use their own specific text file formats (e.g., TXT), which can also be imported as long as they have a consistent structure.<\/li>\n<\/ul>\n<p>The PcMarket program is factory-prepared to handle such files. It has built-in tools that allow for so-called \u201cdata mapping.\u201d This means that you indicate to the program once which column in the supplier&#8217;s file corresponds to a specific field in the system (e.g., the \u201cProduct_Code\u201d column is \u201cEAN Code,\u201d and \u201cNet_Price\u201d is \u201cNet purchase price\u201d). After such configuration, the entire import process comes down to a few clicks.<\/p>\n<h2>How to implement automatic invoice import? Step by step instructions<\/h2>\n<p>Checking whether your suppliers allow data export and configuring the system is easier than it seems. Follow the steps below to free yourself from manual invoice entry once and for all.<\/p>\n<h3>Step 1: Identify main suppliers<\/h3>\n<p>Start by preparing a list of 5-10 largest wholesalers from whom you regularly order goods. Focus your efforts on them first, as automating deliveries from key partners will yield the greatest time savings. There\u2019s no point in immediately dealing with small, sporadic suppliers.<\/p>\n<h3>Step 2: Contact the wholesaler \u2013 what to ask?<\/h3>\n<p>Contact your sales representative or customer service department of each selected wholesaler. Your inquiry should be specific. Ask directly: <strong>\u201cDo you provide invoices or delivery documents in an electronic format intended for import into the sales system?\u201d<\/strong> If the answer is yes, ask for details:<\/p>\n<ul>\n<li>What format is the file in (XML, CSV, TXT)?<\/li>\n<li>How is it provided (email, downloadable from the client panel)?<\/li>\n<li>Does the file contain all necessary data: EAN code, product name, quantity, net\/gross purchase price, VAT rate?<\/li>\n<\/ul>\n<p>Request a sample file. It\u2019s crucial for you to assess its quality and usability before starting the configuration.<\/p>\n<h3>Step 3: Analyze the sample file<\/h3>\n<p>You have received the file from the supplier. Open it and check if it contains all the necessary information. The most important element is the <strong>barcode (EAN)<\/strong>, as it serves as the unique identifier for the product in your PcMarket system. If the file lacks EAN codes and instead contains internal codes from the wholesaler, import is still possible, but it will require additional work to link these codes to your records.<\/p>\n<p>Also, ensure that prices (net or gross) and quantities are correctly formatted. Sometimes wholesalers include goods with different VAT rates in one file \u2013 check if this information is also included in the file.<\/p>\n<h3>Step 4: Configure import in PcMarket<\/h3>\n<p>Once you have the file and know that the data is complete, you can proceed to configuration. In the PcMarket program, the module for importing trade documents is used for this purpose. The process involves creating a so-called \u201cimport definition\u201d for each supplier. In this definition, you \u201cmap\u201d the fields, indicating to the program which column in the file should provide the EAN code, which should provide the quantity, and which should provide the price.<\/p>\n<p>For popular wholesalers, there are often ready-made definitions that only need to be imported. However, if the file format is non-standard, a new definition will need to be created. Although the program&#8217;s interface is user-friendly, at this stage it\u2019s worth considering technical support to ensure everything is set up correctly from the start.<\/p>\n<h3>Step 5: Test before using daily<\/h3>\n<p>Before importing your first real, large invoice, conduct a test. Use the previously received sample file or request a file from a small, test delivery. Import the document and carefully check if PcMarket correctly created the PZ document (external receipt). Verify that all goods have been added, that inventory levels match, and that purchase prices are correct. Such a test will help catch any configuration errors and avoid problems at the production stage.<\/p>\n<p>A store owner in Northampton, after implementing imports from their main dairy supplier, reduced the time for accepting the morning delivery from 45 minutes to just 5 minutes. This time is now used to prepare the store before opening.<\/p>\n<h2>Summary of key benefits<\/h2>\n<p>Implementing automatic invoice import is not just a convenience but a strategic business decision. Here are the main benefits you will achieve:<\/p>\n<ul>\n<li><strong>Time savings:<\/strong> You eliminate hours spent on manual data entry that you can dedicate to business development.<\/li>\n<li><strong>Error reduction:<\/strong> Automation minimizes the risk of mistakes in purchase prices and quantities, protecting your margin and the reliability of inventory levels.<\/li>\n<li><strong>Full control over goods:<\/strong> Instant delivery entry means your system always reflects the actual stock level, which facilitates ordering and prevents shortages.<\/li>\n<li><strong>Faster introduction of new products:<\/strong> New products from suppliers can hit the system and shelves almost immediately after delivery, without delays associated with manual record creation.<\/li>\n<\/ul>\n<h2>Start acting today<\/h2>\n<p>Don\u2019t put off this change for later. Today, choose three key suppliers and send them an inquiry about the possibility of electronic data exchange. This one simple step could be the beginning of a revolution in managing your store that will bring you more time, money, and peace of mind.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Manual entry of invoices from wholesalers into the PcMarket system consumes hours and generates errors. Learn step by step how to check which suppliers offer electronic invoices and automate this process, regaining time and gaining full control over deliveries.<\/p>\n","protected":false},"author":2,"featured_media":1652,"comment_status":"","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[36,54],"tags":[],"class_list":["post-1655","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-pcmarket-en","category-shop-automation"],"acf":[],"_links":{"self":[{"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/posts\/1655","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/comments?post=1655"}],"version-history":[{"count":0,"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/posts\/1655\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/media\/1652"}],"wp:attachment":[{"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/media?parent=1655"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/categories?post=1655"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/helplink.uk\/en\/wp-json\/wp\/v2\/tags?post=1655"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}